GB2279789A - File retrieval - Google Patents

Description

2279789 Apparatus for Controlling File Retrieval This invention relates to

apparatus for retrieving a desired file binder out of a large number of file binders stored on a shelf.

A large number of document files, such as those of clinical records, are arranged in the order of, for instance, serial numbers and stored in a shelf for ease of retrieval. When a patient comes to hospital for examination or treatment, his record file is manually extracted from the shelf.

A file retrieval system disclosed in Japanese Provisional Patent Publication No. 8105 of 1990 facilitates the retrieval of many files by the use of a retrieval unit consisting of a battery-powered signal receiving element and a light-emitting element to display the received signal that is attached to a file binder and a host transmitter that sends an electromagnetic wave carrying a retrieval identifying signal to the receiving units on the stored file binders. When the host transmitter sends a specific identifying signal, the receiving units on all stored files receive the transmitted identifying signal but only one lightemitting element corresponding to the emitted specific signal goes on. By finding out the glowing lIght- emitting element, the desired file binder can be extracted quickly.

However, this system necessitates periodic changing of batteries on which the signal-receiving unit and lightemitting element are dependent. As the retrieval information flows unidirectionally from the host transmitter to the retrieval unit, it is impossible to ensure that the extracted file binder is properly returned to the original position. This shortcoming can result in the missing of the extracted file binder.

The object of this invention is to provide a new battery-less file retrieval controlling apparatus working on externally supplied electricity that is also capable of controlling the restoring of extracted file binders.

A file retrieval controlling apparatus according to this invention comprises a retriever proper that retrieves and transmits a retrieval identifying data based on a retrieval instruction input from outside, a retrieval unit having a memory that holds a set of retrieval identifying data allocated to individual binders, a comparator that compares the received retrieval identifying data with the set of data stored in the memory and outputs a coincidence signal when a matching data is found, a response signal 2 generator that actuates an externally recognizable display according to the coincidence signal and outputs a response signal, contacts connected to feeder lines to feed electricity to the retriever proper, memory and comparator and contacts connected to signal lines and attached to each binder, and a file container having feeder lines disposed parallel to each other along the row of binders and signal lines to transmit the signals from the retriever proper and the retrieval unit.

When the retriever proper sends a retrieval Identifying data through a transmission line to the retrieval units that are constantly powered by an external power supply and on stand-by, the display of a retrieval unit conforming to the transmitted data goes on. Thus, a binder containing the desired file can be readily located by finding the glowing display. Besides, the retriever proper can confirm the presence of the binder conforming to the retrieval identification data based on a response signal the retrieval unit initiates when the display goes on.

In the accompanying drawings:

Fig. 1 is a block diagram showing a preferred embodiment of a retrieval unit according to this invention. Fig. 2 shows the configuration of a file retrieval controlling apparatus according to this invention. Fig. 3 is 3 a perspective view showing the wiring In a binder holder and the appearance of a retrieval unit. Fig. 4 is a flow chart showing the operation of the same file retrieval controlling apparatus.

Now details of this invention will be described below by making reference to a preferred embodiment of this invention applied to the binders containing clinical records.

Fig. 2 sketches an apparatus according to this invention. Reference numeral 1 designates a host computer that serves as a retriever proper, to which a card reader 2 to read the Identification card of a patient and a keyboard 3 to input the identifying data, such as the identification number of the patient, order of retrieval request, and priority of retrieval, to specify a binder or folder containing clinical records, xray photographs, etc. When the Identifying data of a patient is read from his or her identification card inserted in the card reader 2 or input from the keyboard 3, the host computer 1 retrieves the personal information of the patient from a data base stored therein and shows the obtained data on a display 4. When the clinical records of the patient is necessary, an input of a pertinent instruction form the keyboard 3 results in an output of a retrieval identifying data for 4 use in the retrieval of a binding or folder containing the desired clinical records. Intended for use with a large number of binders, the embodiment just described constitutes a distributed processing system in conjunction with sub-computers 6, 7 and 8 linked through cables 5. Obviously, a simpler system for smaller applications can be composed by the use of one computer.

Reference numerals 10, 11, 12, 13,... designate file containers each of which carries a binder holding clinical records and x-ray photographs and is connected to the subcomputers 6, 7 and 8 through cables 15, 16 and 17. The file containers 10, 11, 12, 13,... are partitioned into several rows by shelves 34, 35, 36, 37, 38 and 39 so that a number of binders are contained in each row. Each of the file containers 10, 11, 12, 13,.. has a power supply 30, 31, 32 and 33 attached thereto. Bare feeder lines 21 and 22 connected to power supplies 30, 31, 32 and 33 and signal wires 23, 24, 25 and 26 connected to cables 15, 16 and 17 from the computers 6, 7 and 8, which are disposed parallel to one another in the direction in which binders are arranged so as not cause short-circuiting, are provided at the surface of a holding shelf 20.

Reference numeral 40 designates a retrieval unit that can be freely attached to and detached from a binder F of practically all commercially available types that holds documents as shown in Fig. 3. The retrieval unit 40 is adapted to be fastened in a position, such as at the bottom of the binder used in the embodiment being described, where the unit comes in contact with the feeder lines 21 and 22 and the signal lines 23, 24, 25 and 26 and has contacts 41, 42, 43, 44, 45 and 46 disposed at the bottom thereof. Thus, the retrieval unit 40 receives power supply from the feeder lines 21 and 22 and the retrieval identifying data and accompanying information from the signal lines 23 and 24 and outputs signals from a response signal transmitting circuit 53 to be described later through the signal lines 25 and 26 and the cables 15, 16 and 17 to the sub-computers 6, 7 and 8.

The retrieval unit 40 also has a visually perceptible display, such as a light-emitting diode 48, to show the coincidence between the stored and received retrieval data at the back of the binder F that is exposed to view when the binder F is placed on the shelves 34, 35, 36, 37, 38 and 39, together with, as required, a display panel 47 using a liquid-crystal display or an electrochromic display that retains, once activated, the displayed image even after the applied power has been cut off.

Fig. 1 shows an embodiment of the retrieval unit 40 described above. Reference numeral 50 denotes a receiving circuit that receives signals from the signal lines 23 and 6 24 through contacts 43 and 44 and outputs the retrieval identifying data to a comparing circuit 51 and the serial number indicating the order of acceptance and such accompanying information as the priority of retrieval to a data storage circuit 55 to be described later. Reference numeral 52 denotes an identifying data storage circuit consisting of a read-only memory that stores the identifying data assigned to each retrieval unit. The comparing circuit 51 compares the retrieval identifying data from the receiving circuit 50 with the identifying data in the identifying data storage circuit 52 and outputs a signal when the compared data coincide.

The response signal transmitting circuit 53 outputs a response signal through the contacts 45 and 46 when the comparing circuit 51 outputs a coincidence signal and to show the presence of the identifying data in the identifying data storage circuit 52 and the binders on the shelves when power is first supplied through the feeder lines 21 and 22, and actuates, as required, an aurally or visually perceptible display such as the light-emitting diode 48 used in the embodiment being described.

The data storage circuit 55 stores the accompanying information for each file that is received following the retrieval identifying data when the comparing circuit 51 outputs a coincidence signal and then output to a display 7 drive circuit 56.

The essential elements of the retrieval unit 40, such as the receiving circuit 50, comparing circuit 51 and response signal transmitting circuit 53, are powered by electric current supplied from the feeder lines 21 and 22. On the other hand, such incidental elements as the data storage circuit 55 and display drive circuit 56 are selectively powered by electric current supplied through a power supply circuit 57 either from the feeder lines 21 and 22 or from a built-in battery 58.

When the retrieval unit 40 receives the supply of electric current from an external source through the feeder lines 21 and 22, the power supply circuit 57 cuts the connection between the data storage circuit 55 and display drive circuit 56 and the battery 58 to feed the power from the feeder lines 21 and 22 to the data storage circuit 55 and display drive circuit 56. When a binder has been extracted from the finder containers 10 to 13 and the power supply from the feeder lines 21 and 22 is cut off, the power supply circuit 57 supplies electric current to the data storage circuit 55 and display drive circuit 56 only from the battery 58.

When a chargeable secondary battery, such as a lithium battery or a nickel-cadmium battery, is used as the battery 58, a floating charging function may be added to 8 the power supply circuit so that the battery is charged while power is supplied from the feeder lines 21 and 22.

Now the operation of the apparatus just described will be described by making reference to a flow chart shown in Fig. 4.

On inputting an identifying data for inspection from the keyboard 3 or card reader 2 (Step 60) before starting the work of a day, the host computer 1 transmits an identifying data to inspect throughout all binders. The retrieval units 40 on the binders held in position are supplied with power from the feeder lines 21 and 22 and, therefore, sends out a response signal on receiving the identifying instruction for inspection and turn on the light-emitting diode 48 (Step 61).

Any irregular space visually found between the glowing light-emitting diodes 48 on the retrieval units 40 on the files held in the file containers 10 to 13 suggests a possibility that the binder there is out of position. If that is the case, the displaced binder is returned to its proper position. A search must be made for any missing binder. When the binders slightly gotten out of place in the containers 10, 11, 12 and 13 are properly reset, the contacts 41 and 42 on the retrieval unit 40 come in contact with the feeder lines 21 and 22, thereby assuring the supply of power to the receiving circuit 50, comparing 9 circuit 51 and response signal transmitting circuit 53. When the receiving circuit 50 receives the identifying data for inspection, the response signal transmitting circuit 53 sends out a response signal and the lightemitting diode 48 goes on to show that the displaced binder has been brought back to its proper position.

The response signal initiated by the retrieval unit 40 passes through the contacts 45 and 46 to the signal lines 25 and 26 and further through the cables 5, 15, 16 and 17 to the sub-computers 6, 7 and 8 and host computer 1. With the result of the inspection shown on the display 4, the condition of the contained files can be checked from either the host computer 1 or the sub-computers 6, 7 and 8.

On inserting an identification card of a patient into the card reader 2 following the completion of the preliminary Inspection described above, the host computer 1 recognizes the Identifying data contained therein and shows the name and other retrieval identifying data'of the patient on the display 4. The receipt number, level of emergency and other incidental information of the same patient then input from the keyboard 3 are displayed on the display 4 and simultaneously sent through the subcomputers 6, 7 and 8 and the cables 5, 15, 16 and 17 to the containers 10, 11, 12 and 13. The retrieval units 40 on all binders held in the containers 10 to 13 receive the transmitted retrieval identifying data through the signal lines 23 and 24 (Step 62).

The comparing circuit 51 in each retrieval unit 40 compares the retrieval identifying data from the receiving circuit 50 with the identifying data in the identifying data storage circuit 52 and outputs a coincidence signal when the compared data coincide (Step 63). On receiving the coincidence signal, the response signal transmitting circuit 53 outputs a response signal and turns of the light-emitting diode 48 (Step 64). Thus, a binder containing the desired clinical records and other data can be located with ease.

The response signal indicating the presence of a binder is sent from the signal lines 25 and 26 through the cables 15, 16 and 17 to the subcomputers 6, 7 and 8 and host computer 1.

On receiving the response signal, the host computer 1 shows on the display 4 that the desired file has been found and transmits the incidental information of the same patient, such as the receipt number and the level of emergency, through the cables 5, 15, 16 and 17 and the signal lines 23 and 24 to each retrieval unit 40.

While all retrieval units can receive this incidental information (Step 65), only the retrieval unit 40 whose 11 identifying data coincides with the retrieval identifying data stores the incidental information in the data storage circuit 55 thereof. The information stored in the data storage circuit 55 is shown on the display panel 47 actuated by the display drive circuit 56 (Step 66).

When the desired binder is extracted from the containers 10 to 13, the contacts 41 and 42 on the retrieval unit 40 thereof are disconnected from the feeder lines 21 and 22, whereupon the supply of power to the receiving circuit 50, comparing circuit 51, response signal transmitting circuit 53 and power supply circuit 57 is cut off (Step 67). The power supply circuit 57 supplies electric current from the battery 58 to the data storage circuit 55 and display drive circuit 56 (Step 68). Thus the information stored in the data storage circuit 55 remains intact and appears on the display panel 47. Then, the display panel 47 on the retrieval unit 40 continuously shows the receipt number, level of emergency and other incidental Information of the patient. The clinical records and xray photographs contained in the located binder can thus be easily sent to a proper place.

When a binder containing the used clinical records and x-ray photographs is returned onto any one of the shelves 34, 35, 36, 37, 38 and 39 in the containers 10, 11, 12 and 13, the contacts 41 and 42 on the retrieval 12 unit 40 thereon come in contact with the feeder lines 21 and 22 to receive the supply of electricity therefrom. On detecting the supply of electricity from the feeder lines 21 and 22 (Step 69), the power supply circuit 57 cuts off the supply of electricity from the battery 58. When the supply of electricity from the feeder lines 21 and 22 is resumed, the r esponse signal transmitting circuit 53 initiates a response signal representing the identifying data stored in the identifying data storage circuit 52 (Step 70). With the arrival of the response signal through the cables 5, 15, 16 and 17, the host computer 1 learns, and registers, the fact that the extracted binder has been returned to the original position.

Such provision may be made that the information stored in the data storage circuit 55 is erased when the retrieval unit 40 is returned into the container 10, 11, 12 or 13, either automatically or by recording the next incidental information from the host computer 1 in a "write over" mode.

When the identifying data for inspection is input from the card reader 2 or keyboard 3 on completion of the work of a day, the display shows the identifying data and incidental information of the retrieval unit 40 of any binder not returned to the containers 10 to 13. Then, the missing binder can be easily located on the basis of the 13 incidental information. All this permits a sure control over the whole steps of a retrieval work from the extraction of a file to the return thereof. While the embodiment described here is applied to the retrieval of clinical records at hospital, the apparatus of this invention Is also applicable to the retrieval of paper binders, books and other documents, and other articles of given shapes.

The battery used to actuate the data storage and display drive circuits of the retrieval unit of the embodiment just described may be replaced, when used in a well-lit place, by a built-in power supply that consists of a combination of a solar battery and a supercapacitor.

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Claims (1)

1. Claims (1) A file retrieval controlling apparatus compris- ing:

   a retriever proper retrieving and transmitting a retrieval identifying data of a binder containing a desired document based on a retrieval data input from outside; a retrieval unit having a memory that holds a set of retrieval identifying data allocated to individual binders, a comparator that compares the received retrieval identifying data with the set of data stored in the memory and outputs a coincidence signal when a matching data is found, a response signal generator that actuates externally recognizable display according to the coincidence signal and outputs a response signal, contacts connected to feeder lines to feed electricity to the retriever proper, memory and comparator and contacts connected to signal lines and attached to each binder; and a file container having feeder lines disposed parallel to each other along the row of binders and signal lines to transmit the signals from the retriever proper and the retrieval unit.

   (2) A file retrieval controlling apparatus according to claim 1, in which the retrieval unit can be freely attached to and detached from a binder.

   (3) A file retrieval controlling apparatus according to claim 1 and 2, in which the recognizable display consists of a light-emitting diode disposed in a readily visible place on a binder placed in the container.

   (4) A file retrieval controlling apparatus according to claim 1, in which the retriever proper outputs an identifying data for inspection covering all binders.

   (5) A file retrieval controlling apparatus comprising:

   a retriever proper retrieving and transmitting a retrieval identifying data of a binder containing a desired document based on a retrieval data input from outside; a retrieval unit having a memory that holds a set of retrieval identifying data allocated to individual binders, a comparator that compares the received retrieval Identifying data with the set of data stored in the memory and outputs a coincidence signal when a matching data is found, a response signal generator that actuates a first externally recognizable display according to the coincidence signal and outputs a response signal, a data storage storing the information from the retriever proper when the coincidence signal is output, a second display indicating the data stored in the data storage, a power supply to 16 -1 1 feed electricity to the data storage and second display, contacts connected to feeder lines to feed electricity to the retriever proper, memory and comparator and contacts connected to signal lines and attached to each binder; and a file container having feeder lines disposed parallel to each other along the row of binders and signal lines to transmit the signals from the retriever proper and the retrieval unit.

   (6) A file retrieval controlling apparatus according to claim 5, in which the second display consists of a liquid-crystal display panel or an electrochromic display panel.

   (7) A file retrieval controlling apparatus according to claim 6, in which the power supply consists of a battery that feeds electricity to the data storage when the supply of electricity from the feeder lines is cut off.

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